How to configure quote templates?

Introduction

Quote templates are the core of the sales configuration in Qwoty. A template defines the set of rules and resources available for a sales type: product catalogs, price grids, allowed discounts, payment terms, contract templates, approval workflows, etc.

When a sales rep creates a quote, they select a template that automatically preconfigures all these elements. This ensures compliance with your sales policy, speeds up quote creation, and reduces errors.

Access

1. In the left side menu, click Templates

View the list of templates

The list displays all templates configured in your workspace with the following information:

• Status : Active or Inactive
• Name : Template name
• Teams : Teams with access to this template
• Seller : Associated business unit
• Currency : Default currency
• Language : Template language
• Update : Date of last modification

Use the search bar to find a specific template.

Create a template - General information

1. Click + New quote template at the top right
2. Fill in the general information:
   • Name * : Template name (e.g.: Template France SME, Export Template)
   • Reference : Technical reference
   • Language : Default language of quotes
   • Currency : Default currency
   • Date, time and number format : Display format
   • Business Unit (Seller) : Selling entity
   • Team * : Teams with access to this template
   • Internal description : Description for your team

Configure content and framework

The Content & Framework block defines the quote content elements.

Basic settings

• Proposal name : Default quote name
• Default expiration (days) : Quote validity period

Content blocks

Add the marketing content blocks that will be automatically suggested when creating the quote. Click + Add to select blocks.

DealRoom layout

Customize the client-side display:

• DealRoom header : Banner image (recommended format: 1920 × 1080 px)
• Columns to display : Select the visible columns in the product table (Reference, SKU, Unit, Discounted unit price, Total incl. tax)

Forms

• Billing form : Form to display for billing information
• Delivery form : Form to display for delivery information
• Instructions : Guidelines for the sales rep

Define access to products and prices

The Product & Prices Access block defines the resources available for this template. The first item in each list is used by default.

Catalogs

Select the accessible product catalogs. Sales reps will only be able to sell products from these catalogs.

Price grids (Pricebooks)

Select the applicable price grids.

Discounts

Select the available preconfigured discounts.

Taxes

• Enable the default tax : Automatically applies the product tax
• Add other taxes : Available additional taxes

Configure payments and terms

The Payment & Terms block defines payment options.

Payments and credits

• Default first billing date : Initial billing date

Payment terms

Add the available payment terms (30 days, 60 days, due on receipt, etc.).

Payment methods

Add the accepted payment methods (bank transfer, direct debit, card, etc.).

Comment

Text editable by the sales rep and displayed to the client.

Associate contract templates

The Contract & Terms block allows you to associate the contract templates available for this template.

For each template, define:

• Editable : The sales rep can edit the contract
• Required : The contract must be attached to the quote

Define governance and restrictions

The Governance & Restrictions block controls sales reps' permissions.

Quote line restrictions

• The sales rep can edit the price : Allows editing unit prices
• The sales rep can edit the discount per line : Allows manual discounts
• Show margin per line : Displays the margin on each product

Credit

• The sales rep can edit the customer balance : Allows use of customer credit

Approval workflow

Add the approval rules applicable to this template. Rules are checked in the order of the table; the first one whose conditions are met is triggered.

Configure electronic signature and notifications

The E-sign, Notifications & Document block manages signature and communications.

Electronic signature

• E-sign provider : Select the provider (Qwoty E-sign, etc.)
• Opening mode : Access configuration
• Default internal recipients : People automatically added to recipients

Emails and reminders

• Default subject : Subject of the signature email
• Default message : Email body
• Automatic reminders : Enable follow-ups if no signature (after 1, 3, 7 days)

PDF configuration

• PDF layout : Choose the export format
• Send a custom PDF upon creation : Additional PDF upon creation
• Send a custom PDF upon validation : Additional PDF upon validation

Notifications

• Bcc emails after validation : Addresses receiving a copy after signature

Set up integrations

The Integration block configures post-validation actions.

DealRoom redirection

Define where to redirect the client after quote validation.

Order creation

• Create a Qwoty order after validation : Enables automatic order generation
• Order status : Initial status of the created order

Enter external identifiers

If you use external systems, enter the corresponding identifiers:

• CRM ID : Identifier in your CRM
• ERP ID : Identifier in your ERP
• Accounting ID : Identifier in your accounting software

Export and import templates

Qwoty allows you to manage your templates in bulk:

• Export : Click Export to download your templates
• Import : Click Import to import templates from a file

Save

Once configuration is complete, click Save at the top right.

Related articles

• How to create a quote?
• How to configure approval rules?
• How to manage catalogs?
• How to manage price grids (pricebooks)?
• How to manage contract templates?